learn what to use when: office 365 groups, sharepoint team sites, yammer, and onedrive for business

Learn What To Use When: Office 365 Groups, SharePoint Team Sites, Yammer, and OneDrive for BusinessRichard Harbridge@RHarbridgeChief Technology Officer @2toLead

RICHARDHARBRIDGE

My twitter handle is @RHarbridge, blog is http://RHarbridge.com, and I work at

SPEAKER | AUTHOR | SUPER FRIENDLY

http://www.twitter.com/RHarbridge

http://www.twitter.com/RHarbridge

http://rharbridge.com/

@RHARBRIDGE

DOWNLOAD THE WHEN TO USE WHAT IN OFFICE 365 ENTERPRISE USER GUIDANCE WHITEPAPER!

It goes into much greater depth and can be found at WhenToUseWhat.com.

http://www.whentousewhat.com/

vs

WHAT WE WILL COVER…

ORAND

THE TECHNOLOGY WORKS BEST TOGETHER…

Thinking about this from a versus perspective is the wrong approach.

vs = Decision

“I want to run an event for our launch of Office 365.”

The right approach is an AND approach where the technologies work together.

THE TECHNOLOGY WORKS BEST TOGETHER…

We just leveraged at least 6 products!

“I want to run an event for our launch of Office 365.”

What are those new products/capabilities that influence when to use what?

SO WHAT ARE THE NEW “AND” OPTIONS WE SHOULD PLAN FOR?

We just leveraged integrated experiences!

Scenario Online

Track Project Tasks ◑ ◑ ● ● ● ●

Track Project Logs ◑ ◑ ◑ ● ●

Store and Share Project Documents ◑ ◑ ●

Searching for Content ● ◑ ◑ ◑ ◑ ◑ ●

Ask a Question ○ ● ○ ◑ ◑ Planner for Teamwork Management was released resulting in important questions such

as when to use it, SharePoint and Project Online?

MICROSOFT PLANNER FOR TEAMWORK MANAGEMENT…

MICROSOFT STREAM PREVIEW…

Stream preview & Office 365 Video will converge. You should still use Office 365 Video today and at a later time you will get an upgraded UI and new features.

Microsoft Flow allows organizations and individuals to automate workflows thatintegrate with existing SaaS services and business apps that users rely on today.

MICROSOFT FLOW PREVIEW…

@RHARBRIDGE

Share ideas and docs in OneDrive

WHAT WOULD I USE IT FOR?

There are countless real world scenarios where Flows improve the user experience.Especially in reducing the places the user needs to check/work (less when to use what).

@RHARBRIDGE

Share ideas and docs in OneDrive

WHAT WOULD I USE IT FOR?

Daniel Laskewitz has a great example of using Flow to manage a simple HR Leave request process.

http://www.o365dude.com/2016/05/07/making-a-vacation-request-flow-with-microsoft-flow-preview/

@RHARBRIDGEDOES FLOW REPLACE WORKFLOW?

Today for basic automation and integration you can do quite a bit with flow beyond what workflows can, and they can compliment one another.

1. It’s In Preview.Admin/Governance not until closer to release. You can’t enable/disable connectors/templates for org use, can’t trigger a secondary Flow from a primary, painful to reorder steps, API max connections (by app, not user), etc.

2. It Is Simplified.Convert to Azure Logic App (one-click). There is almost no limit to what you can do when you move up to the Azure level around process automation and integration.

3. It Provides New Options.We don’t always have to defer to full application development if there is a way to build what is needed without the same rigor and specialized skill set.

@RHARBRIDGE

The PowerApps experience is quite streamlined today. In it’s previewstate users must configure and design each field/screen as desired.

1. They are “easy” and intuitive to build. Point to the data you want to interact with and create.

MICROSOFT POWERAPPS PREVIEW…

@RHARBRIDGE

It is undoubtedly easy and intuitive to share. Considerations around access to the data source (SQL conn is auto shared). No external sharing today.

2. They are easy to share.



@RHARBRIDGE

There is a ton of potential in PowerApps with templates and shared apps acrossthe organization or through communities.



3. In the future users can build an app from templates easing the creation of an app process for common app requirements.


PowerApps is a great solution for rapidly building mobile business applications.Integration not just around data sources – PowerApps embed in SharePoint 2017.




3. In the future users can build an app from templates easing the creation of an app process for common app requirements.4. They are “mobile first” forms that support multiple data sources beyond SharePoint. Soon will be in SharePoint!

@RHARBRIDGE

WHAT WOULD YOU USE IT FOR?

There is a ton of potential in PowerApps with templates and shared apps acrossthe organization or through communities.

2. Simple “list” tracking apps that can help coordinate things like assets, site visits, that you want a unique UI on.

1. Simple Mobile App experiences where you want to get employee feedback.

3. FAQs and resource guides for employees around products or processes.

@RHARBRIDGE

No new versions.Supported to 2026.

DO POWERAPPS REPLACE FORMS?

PowerApps does not match InfoPath and SharePoint Designer from a featureparity perspective. It makes it easier to build business applications “without code”.

Improvements Over Time

By combining Discover into the OneDrive app my users don’t have to have asmany applications.

MOBILITY IMPROVEMENTS…

SharePoint AppOneDrive AppDelve App Delve App

There is more… the team is building in app or app to app experiences.It doesn’t just open the app, but takes you to the right place in the app.

MOBILITY APP HANDOFF/SWITCHING…

This again reduces the need to ‘go to Delve’. Bring “Delve” to me where I work.

DISCOVER NOW A PART OF ONEDRIVE…

Enables you to access, edit and share all files and folders in SharePoint Online that you own or follow regardless of where.

ONEDRIVE THE PLACE FOR O365 FILES…

Groups

The intention here is to use this to “share” your files. An alternative to “Shared w/ Everyone” or other methods. You can still share in other ways, but could use this.

COPY TO SHAREPOINT…

A reason sometimes OneDrive was used over SharePoint was for Offline Sync of files. Now with the new SharePoint sync (preview) this shouldn’t be a valid scenario.

ONEDRIVE & SHAREPOINT SYNC…

Yammer now is improved by adding a SharePoint team site and document library, OneNote, Planner and Outlook group calendar (coming soon) to every group.

YAMMER INTEGRATION…

It doesn’t just enable selecting documents from SharePoint but provides the richpreviews we know and love.


Yammer also gives access to a shared notebook in OneNote. This means no more Yammer Notes (Will convert existing Notes to Word and store in the library).


Yammer now provides quick access to Planner’s simple-to-use task management. This lets teams create new plans, assign tasks and track progress around a group.


If you receive an email that would benefit from open discussion and sharing, you can forward it to Yammer by typing the name of your group in the recipient list.


Sync’d with Group Service – Shared memberships, PowerShell management, shared name, description and photo and MORE.


Office 365 Groups created in Yammer will have conversations in Yammer. Office 365 Groups created elsewhere in the suite will have conversations in Outlook.


Where do people work? Would connectors help improve the community? Do you need Governance/Compliance features that Groups have? Dynamic membership?

SO WHERE SHOULD YOU BUILD A COMMUNITY?

When you create a group, Office 365 gives the group a shared inbox, calendar, OneNote notebook, a Planner - and now, a full-powered SharePoint team site.

OFFICE 365 GROUPS & SHAREPOINT TEAM SITES…

Permissions is still a fair reason to use SharePoint instead. As are Intranet sites.

WHY BUILD SHAREPOINT TEAM SITES?“SharePoint does provide the ability for Site Owners to specify different permissions on resources. Office 365 Groups promises a permission model whereby all group members have access to the group’s resources across workloads (e.g. conversations, files, notebook, etc.). To deliver consistency, SharePoint site collections associated with a Group will also follow this model. So, a group (site) owner can add new permission levels and assign to new users or groups on a resource, but would not be able to remove the permission levels assigned to the group’s owners or members. We are working on delivering a new permissions management UX that will allow for group (site) owners to change the group members’ permission level from Edit to Read-only (and vice versa) but you would not be able to remove the members from resources in the SharePoint site collection.”From TechCommunity.Microsoft.Com – Thank You @Tejas

Mehta

https://techcommunity.microsoft.com/t5/SharePoint/ROLLING-OUT-SharePoint-Online-team-sites-Office-365-Groups-amp/m-p/15711#M1448

https://techcommunity.microsoft.com/t5/SharePoint/ROLLING-OUT-SharePoint-Online-team-sites-Office-365-Groups-amp/m-p/15711#M1448

vs


ORAND

YOU SHOULD TRY AND VISUALIZE OR CREATE HIGH LEVEL GUIDANCE…

This is a GOOD exercise for the leadership team and to come up with broadguidance. However it is not often actionable/usable by users in this format.

THE SCENARIOS ARE IMPORTANT…

There are only so many scenarios in our whitepaper, consider looking for othergreat examples out there (like those on FastTrack) or defining your own.

http://fasttrack.microsoft.com/office/envision/productivitylibrary

Here is an example of an interactive slide deck by Jonathan Thomson. We have created quite a few like this – sometimes w/ webpages that are interactive.

CREATE INTERACTIVE GUIDES FOR USERS…

https://techcommunity.microsoft.com/t5/Driving-Adoption/Techniques-Around-Helping-Users-Decide-When-To-Use-What-In/m-p/1329/thread-id/6?attachment-id=248

Answering when to use what can be different for each organization depending on their existing technology investments.

WHAT TECHNOLOGIES DO YOU HAVE…

Delve Board

sOffice Video

Urge

ncy

/ Tim

e Se

nsiti

vity

Audience (Internal or External)

Skype For Business

Call

IMSkype

Presence

Skype for Business Online

Meetings

Outlook E-Mail

OneDrive for

Business

Team

SiteSharePoint

Intranet

Yammer Company

Communications

Yammer

GroupsOffice 365

Groups

Individual OrganizationalGroupAd-h

oc /

Low

Urge

nt /

High

Figure out how people work today and visualize how they might work in thefuture. Then create guidance to show the users the journey…

GUIDE USERS FROM WHERE THEY ARE…

Urge

ncy

/ Tim

e Se

nsiti

vity

Audience (Internal or External)

Web Conferencing (GoToMeeting)

Outlook E-Mail

GoogleDrive

PHP Intranet(“OurSpace”)

Webinars(Go To Webinar)

Legacy / Traditional DM System

T:/ Drive

Individual OrganizationalGroupAd-h

oc /

Low

Urge

nt /

High

P:/ Drive

ftp (…)

Web Conferencing

(WebEx)

Wiki System

PPM System (Daptive)

DropBox

Box

YouSendIt

C:/ Drive

Current State

CURRENT STATE…

C:/ Drive(Local Drive)

ftp(…)

P:/ Drive(Personal

Shared Drive)

T:/ Drive(Team Shared

Drive)

Legacy / Traditional DM

SystemWiki System

Web Conferencing

(WebEx)

Webinars(Go To

Webinar)

Web Conferencing

(GoToMeeting)

PPM System(Daptive)

Custom PHP Intranet

("OurSpace")

File Sharing Tool

(DropBox)

Email(Exchange

Online)

File Sharing Tool

(YouSendIt)

File Sharing Tool(Box)

File Sharing Tool

(GoogleDrive)

You need to really understand the current state in the enterprise.

CURRENT STATE…


ftp(…)

P:/ Drive(Personal

Shared Drive)


Drive)


SystemWiki System

Web Conferencing

(WebEx)

Webinars(Go To

Webinar)

Web Conferencing

(GoToMeeting)

PPM System(Daptive)

Custom PHP Intranet

("OurSpace")

File Sharing Tool

(DropBox)

Email(Exchange

Online)

File Sharing Tool

(YouSendIt)


File Sharing Tool

(GoogleDrive)

The user is using a small portion of Office 365 at this point.

Now the user can use OneDrive for Business, including it’s many features like sync, shared with me, discover, and more.

CURRENT STATE…


ftp(…)

P:/ Drive(Personal

Shared Drive)


Drive)


SystemWiki System

Web Conferencing

(WebEx)

Webinars(Go To

Webinar)

Web Conferencing

(GoToMeeting)

PPM System(Daptive)

Custom PHP Intranet

("OurSpace")

File Sharing Tool

(DropBox)

Email(Exchange

Online)

File Sharing Tool

(YouSendIt)


File Sharing Tool

(GoogleDrive)

OneDrive

Delve

Showing users not only how they can share, but if/when they can shareexternally can be a great way to reduce dependency on other tools.

CURRENT STATE…


ftp(…)


Drive)


SystemWiki System

Web Conferencing

(WebEx)

Webinars(Go To

Webinar)

Web Conferencing

(GoToMeeting)

PPM System(Daptive)

Custom PHP Intranet

("OurSpace")

File Sharing Tool

(DropBox)

Email(Exchange

Online)

File Sharing Tool

(YouSendIt)


File Sharing Tool

(GoogleDrive)

OneDrive

Delve

OneDrive(w/ External

Sharing)

With the introduction of IM, and availability users can now connect moreeasily throughout OneDrive, via Outlook and via Skype for Business.

CURRENT STATE…


ftp(…)


Drive)


SystemWiki System

Web Conferencing

(WebEx)

Webinars(Go To

Webinar)

Web Conferencing

(GoToMeeting)

PPM System(Daptive)

Custom PHP Intranet

("OurSpace") Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business

CURRENT STATE…


ftp(…)


Drive)


SystemWiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Custom PHP Intranet


Online)

OneDrive

Delve


Sharing)

Skype For Business

Team Sites/Groups

Project Sites/Groups

Delve

SharePoint Sites/Groups introduce collaboration scenarios beyond justfile sharing. This also further lights up Delve. Great time to pilot Planner.

CURRENT STATE…


ftp(…)


SystemWiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Custom PHP Intranet


Online)

OneDrive

Delve


Sharing)

Skype For Business

Team Sites/Groups


DelveSharePointSearch Center

SharePoint Intranet

(“OurSpace”)

Over time more and more experiences are introduced providingimproved user experiences while reducing the places users need to work.

CURRENT STATE…


ftp(…)


SystemWiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business

Team Sites/Groups



SharePoint Intranet

(“OurSpace”)

Team Sites/Groups

(w/ Ext Share)

There are a few ways you can show organizational direction to champions,site owners, super users, leaders, and even the end user audience.

CURRENT STATE…



SystemWiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business

SharePoint Team Sites



SharePoint Intranet

(“OurSpace”)

Team Sites/Groups

(w/ Ext Share)

SharePoint Server


CURRENT STATE…



SystemWiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business




SharePoint Intranet

(“OurSpace”)

Team Sites/Groups

(w/ Ext Share)

SharePoint Server

Indexes


CURRENT STATE…



System

Wiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business




SharePoint Intranet

(“OurSpace”)

Team Sites/Groups

(w/ Ext Share)

SharePoint Server

Indexes


Team Sites/Groups

(w/ Ext Share)

CURRENT STATE…



System

Wiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business



SharePoint Intranet

(“OurSpace”)

SharePoint Server

Indexes


Team Sites/Groups

(w/ Ext Share)

CURRENT STATE…


Wiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business



SharePoint Intranet

(“OurSpace”)

SharePoint Server

Indexes


Team Sites/Groups

(w/ Ext Share)

CURRENT STATE…


Wiki System

Webinars(Go To

Webinar)

PPM System(Daptive)

Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business



SharePoint Intranet

(“OurSpace”)

SharePoint Server

Indexes

Skype For Business

(w/ Broadcast)


Team Sites/Groups

(w/ Ext Share)

CURRENT STATE…


Wiki System

PPM System(Daptive)

Email(Exchange

Online)

OneDrive

Delve


Sharing)

Skype For Business



SharePoint Intranet

(“OurSpace”)

SharePoint Server

Indexes

Skype For Business

(w/ Broadcast)


It starts with organizational guidance.

Individual

Group

Organizational

WHEN TO USE WHAT HAS MULTIPLE LEVELS…

GroupIndividualRemember that your enterprise strategy should indicate purpose and

guidance.

Messaging & Calendaring Platform (Outlook & Exchange) Purpose: This is our corporate e-mail and calendaring solution. Best for: Corporate email communications (both internal and external) and to manage calendars. Example of high level guidance: Dialogue and decision making with small groups, where information is sensitive and should not be shared broadly. Requests for approval or funding for an initiative Discussions about the direction of a project Reminders for deadlines Calendar management Think twice before using for: Personal email communication

Social Collaboration Platform (Yammer) Purpose: Corporate social networking and social collaboration solution.Best for: Exchanging ideas, news and thoughts. It is also great at engaging others and sparking a conversation around a specific topic.Example of high level guidance: Dialogue, social collaboration and networking take place on Yammer. It is used to share network with colleagues to develop greater belonging and connection.• Ask questions and exchange ideas • Internal contests • Brainstorm w/ virtual/cross-segment teams • Recognize performance w/ praise• Place where employees can practice building online reputation with quality contributions Think twice before using for: Extremely confidential or private information (while you can do this within Yammer safely there may be better options for you to leverage).

OrganizationalWHEN TO USE WHAT HAS MULTIPLE LEVELS…

You need to have a mixture of guidance and enforcement/policy where applicable. You also need to slowly reduce or remove bad alternatives.

YOU CAN’T ALWAYS IMPOSE TOOL USAGE…

Drive Interest & Awareness

Guide & Develop

Understanding

Maximize Value & Adoption

Sustained Commitment

TAKING ACTION AROUND WHEN TO USE WHAT REQUIRES COMMITMENT…

How we use technology is more important than which technology we use.

Valu

eCommitment

UnderstandingInterest

The formula for sustaining commitment is still driving interest/awareness + guiding understanding + sharing and realizing value.

THE FORMULA FOR COMMITMENT…

1

The funnel of commitment is driving interest / awareness + guiding understanding+ sharing and realizing value until they are sold/committed.

THE FUNNEL FOR COMMITMENT…

3Commit

Drive Interest

Guide Understanding

Realize Value2

1

The funnel of commitment is driving interest / awareness + guiding understanding+ sharing and realizing value until they are sold/committed.

THE FUNNEL FOR COMMITMENT…

3Achieve Committed

Adoption

Often initially comprised of early adoptions. These users may adopt & use new technology once they are aware of it or have an interest in

the technology. ‘Did you know’ tips & pre-launch communication can accelerate this

groups adoption. Use this group to share and influence others.

Driving Interest

Guiding Understanding

Maximize & Realize Value

Users need help understanding how to change. How can they use the technology? How should

they use it? Help, coaching, how to tips, training, contests & challenges help this group of users

the most. 2Users need to understand the value ofchanging. Sharing stories, benefits, contest winners, & business impact

of the technology will be critical.

PLANNING FOR ADOPTION…

It turns out we need to be more tactical and granular to drive meaningful commitment. The answer? Plan and execute campaigns!

Commitment


Developing a roadmap for adoption where we plan activities before launch, during launch and after launch is important. Plan and execute campaigns!

Interest

PLANNING FOR TIPS…

When each day’s Yammer tip is posted by a member of the tip team it ensures that these tips come from different users which gets more people involved.

PLANNING FOR TIPS…

Tips drive users to take action, should be themed, should be pre-written beforethe start of the campaign, and should relate to challenges/contests.

PLANNING FOR CHALLENGES…

Each week (or along with the tips) we need to create clear action items or Challenges that users can accomplish to put what they learned in practice.

Starter List Of Sample Challenges can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)

http://office365resources.com/



Interest

PLANNING FOR CONTESTS…

The goal of each contest is to get the users to take an action (upload a profile picture, download a mobile app, etc.) and those actions should be connected to a tip or tips that had been shared (explaining how to do the action and its value).

Starter List Of Sample Contests can be found in the “Contests, Challenges & Ideas For Office 365” document in the Office 365 Resource Kit (http://Office365Resources.com)


IT CAN ALSO BE FUN…

In a recognition matters campaign around helping users recognize and praise each other, consider the use of something like the Office Vibe face game.



Understanding

PLANNING FOR TRAINING…

Since you are already doing a time boxed campaign consider providing targeted training sessions that are hands on and participatory. Even if you are performing training remotely if the group is small enough you can create exercises and track completion.

PLANNING FOR TRAINING…

Have them unpin apps and as you explain and learn about each have them repin the apps to their app launcher.

Having everyone in the training session get interactive doesn’t need to bedifficult even with remote audiences. OneNote is one of many options.

EVERYONE EDIT ONENOTE EXERCISE…

There is no upper limit in OneNote co-authors. You can invite the training audience or explain permissions and the importance of where you store it.

EVERYONE EDIT ONENOTE EXERCISE…


A coaches and champion program also compliments the training and hard workaround understanding that is necessary to achieve meaningful adoption.

Coaches / Champions Program

COACH OTHERS & FIND CHAMPIONS…Learning via Co-Workers is among the most effective and most used methods.



Value

PLANNING FOR COMMUNICATION…

Define a comprehensive communication plan along with the messaging for keyEmail, Intranet posts, Yammer posts or communication for the campaign.


Having a campaign over a duration of days enables greater measurement, clearer accountability, and simplifies the coordination and commitment needed.

Baseline Measure Impact Measure Continued Impact

PLANNING FOR MEASUREMENT…

With each campaign clear reporting should be identified to track success of the Campaign. This reporting will also include baseline measurements as needed.

http://Office365Metrics.comGuidance on ways to measure Office 365 can found in the “Measuring The Business Impact Of Office 365” whitepaper.

http://office365metrics.com/


If executing effective adoption campaigns leads to effective commitment is there anything else we should keep in mind?

Commitment

@RHARBRIDGEGO WATCH LAST YEARS WHEN TO USE WHAT SESSION…

Last year we discussed why this was so difficult, and many considerations.It’s still worth a watch as most of what was outlined is still true today.

https://channel9.msdn.com/events/Ignite/2015/BRK2102

From your PC or Tablet visit MyIgnite at http://myignite.microsoft.com

From your phone download and use the Ignite Mobile App by scanning the QR code above or visiting https://aka.ms/ignite.mobileapp

Please evaluate this sessionYour feedback is important to us!

http://myignite.microsoft.com/

https://aka.ms/ignite.mobileapp

Thank You!Organizers, Sponsors and You for making this possible.100+ Awesome Presentations At.. Slideshare.Net/RHarbridge300+ Pages Of Whitepapers At.. 2toLead.com/Whitepapers WhenToUseWhat.com Office365Intranets.com Office365Metrics.com Office365Campaigns.com Office365Extranets.com Office365Resources.comMessage Me On LinkedIn or Email [email protected]

SPEAKER | AUTHOR | SUPER FRIENDLY

Twitter: @RHarbridge. More to come on our blog at http://2toLead.com.

@RHARBRIDGE

DOWNLOAD THE DRIVING OFFICE 365 ADOPTION & USAGE WHITEPAPER!

It goes into much greater depth and can be found at Office365Campaigns.com.

http://www.office365campaigns.com/

@RHARBRIDGE

DOWNLOAD THE LATEST OFFICE 365 SUCCESS RESOURCE KIT…

It contains: Contests, Challenges & Many Samples! Note: Check out the Office 365 Success Questionnaire! Get it at: http://Office365Resources.com.


@RHARBRIDGE

DOWNLOAD THE MEASURING THE BUSINESS IMPACT OF OFFICE 365 WHITEPAPER!

It goes into much greater depth and can be found at Office365Metrics.com.

http://www.office365metrics.com/

Full of questions around role readiness, policies and guidance recommendations, rewards and incentives and more! Get it at: http://Office365Resources.com.

EVALUATE YOUR READINESS WITH THE SUCCESS READINESS QUESTIONNAIRE…
